IEEE STUDENT BRANCH REPORTING GUIDELINES

STUDENT BRANCH REPORTING

Guidelines

An IEEE India SAC Team Initiative

| 20-04-2012

Table of Contents:

Reporting to IEEE ……………………………………………… Slide 3

Benefits ………………………………………………………..…… Slide 4

Guidelines ………………………………………………..……. …Slide 6

Chapters/Affinity Groups………………………………...…Slide 8

Student Branch Officer Qualifications ………….…..Slide 9

Student Branch Reporting – Procedure …………….Slide 10

Student Branch Officer Reporting – Procedure …Slide 22

Reporting to IEEE

To assist Student Branches with operational expenses, IEEE provides financial assistance directly to those Student Branches which report their activities to IEEE. The online reporting gives IEEE important updates from the Student Branch including a web site and email address, financial data, a calendar of planned activities for the next academic year and events held during the previous academic year, feedback on their primary purpose, goals and challenges.

These two reporting are

1. Student Branch Reporting (due 1st May, every year)2. Student Branch Officer Reporting (due 1st Jan, every year)

Benefits

IEEE Student Branches are supported through the rebate program annually and by December each year, upon submitting the online form, a rebate of US $2.00 per Student member of the Student Branch and an allotment of either US $50.00 (for Branches with 49 or less members) or US $100.00 (for Branches with 50 or more members).

Benefits of completing the online activity reporting include:

The reporting student branch will receive one combined payment of the US $2 per Student member rebate and the allotment of either US $50 or US $100 based on membership as of 31 December 2011 membership statistics.

Benefits

The student branch will not be required to submit any other activity report this year

The Student Branch officers will be able to view the report you submit online and see the great things your branch did in the past, which can further be a motivation for activities.

Guidelines Verify that all officers are eligible to hold office before

submitting. This applies to all positions except Newsletter Editor and Webmaster.

Member numbers of unit officers must be included when submitting the Officer Reporting Form

Electronically submitted forms are sufficient for reporting requirements to IEEE Member and Geographic Activities (MGA). There is no need to mail hard copy with the same information.

Guidelines cntd

The names of newly elected officers must be reported to IEEE MGA within 20 days following the election.

Use IEEE e-mail aliases when available.

If a newly elected Officer does not meet eligibility requirements, or if Officers are not reported, the position will be listed as vacant until reporting of an eligible officer is received.

Remember to print a copy for your records in order to verify against the most recent Geographic Activities Roster.

Chapters/Affinity Groups

The Chapter/Affinity Group Chair and Treasurer name, member number, and e-mail address should be sent to the section secretary for section records and submission with the section’s reports, within 20 days of an election. If the same officer is going to be in place for an upcoming year, send that information to the Section Secretary in December, along with updated contact information if applicable.

Officer Qualifications - Student Branch

IEEE Membership must be current (membership dues must be paid) upon entering office, and must be maintained throughout term of office.

Counselor or Advisor: Graduate Student Member, Member, Senior Member, or Fellow grade

Officers (Chair, Vice Chair, Secretary, Treasurer): Graduate Student Member or Student member

1. Student Branch Reporting - Procedure

Upon submitting the online form in May or two months after the academic year ends for you, the Student Branches will receive a combined payment of the Student Branch rebate/allotment, which is based on membership statistics as of 31 December 2011.

Student Branch activity is to be reported online at http://ewh.ieee.org/forms/scs/interactofficerform.php

A step by step procedure is as follows. Access to the Reporting form requires your IEEE Web credentials.

1. Student Branch Reporting – Procedure cntd.

→ Click login to login and to start reporting.

Login using your IEEE username and password.



•Choose New Report option to start reporting.


→Enter the details of the reporting Student Branch, under the School tab


•Enter the Student Branch’s finance details for the reporting, •under the Finance tab


→Indicate the activities hosted by your Student Branch for the reporting year. Also to be indicated in is the activities planned for the next reporting period.→.


•Enter your feedback so that IEEE gets to know how better your needs can be addressed.


→ Enter relevant contact details as requested.


→Name your report. You may save it for submission later. Your report will not be submitted until you click the Submit.

→.


→You may view the saved reports under the Submitted Reports tab.


This annual reporting when submitted makes the student branch eligible for rebate of US $2.00 per Student member of the Student Branch and an allotment of either US $50.00 (for Branches with 49 or less members) or US $100.00 (for Branches with 50 or more members).

2. Student Branch Officer Reporting – Procedure

Student Branches can report their officers at any time during the year and annually when elections are held. Online student officer reporting form is available at http://sbr.vtools.ieee.org/

This easy to use online form will simplifies the annual reporting that all Student Branches are required to submit to IEEE. The one, simple online form takes the place of the printed annual report of activities and the annual plan of activities

A sample officer reporting

form.

Enter relevant

details and click

Submit

HAPPY REPORTING!!

Best Wishes from GINI team

For Further Assistance*

* This document is drafted in association with IEEE Madras SAC Team with inputs from www.ieee.org

feel free to contact us at

[email protected]

or

[email protected]

Education

IEEE STUDENT BRANCH REPORTING GUIDELINES